An efficient and uncomplicated document management system is an important tool for the internationally active Messe Berlin GmbH with 170,000 m² of exhibition space when it comes to meticulously planning events. With the digital building archive, designed and adapted by Assecor in close cooperation with Messe Berlin, based on Microsoft SharePoint, Messe Berlin introduced an easy-to-use solution for the company's storage concept and thus responded adequately to changing circumstances in light of ongoing digitization.
For each event, event management staff advise their customers individually on the spatial, technical and organizational options of the exhibition spaces. The result is unique events for international clients.
The research required for this has so far been more complex than it should have been: urgently needed data for event planning was available decentrally in an archive to which only key users had access. In order to make search queries from employees more efficient, these processes should be streamlined and standardized with a well-thought-out digital concept. Shorter research channels should significantly improve trade fair processing and response times, which would also increase both productivity and efficiency.
The challenge of this project was therefore to combine an easy-to-use application with a powerful search in such a way that all employees could benefit from the new technological options without major adjustment difficulties.
There is no need to manually generate metadata in the DMS, as it is automatically read from the file names. Together with Messe Berlin, Assecor has thus created a fully functional document management system.
The DMS was developed as a cloud solution to, among other things, enable all employees to work from anywhere. In addition, all employees are now able to work independently and according to clearly defined roles in the DMS.
Messe Berlin GmbH employees benefit from a modern, IT-based document management system that offers optimal support through a simple and intuitive application interface and sustainably improves consultants' productivity. The system even handles associative search queries with ease and provides reliable results quickly and reliably using a configured search. In addition, research requests can be refined using a filter function. This enables Messe Berlin GmbH to respond quickly and optimally to the changing needs of its international customers. All required documents are centralized and displayed in real time — access is possible around the clock and from anywhere. The close coordination and development between Assecor and Messe Berlin GmbH as well as the training carried out during the changeover ensured a high level of acceptance by the workforce.
The metadata manager “MetaMan” developed by Assecor supports Messe Berlin in ensuring data quality and filing construction documentation. The fact that external actors, such as suppliers, also have access to the “MetaMan” and that the relevant documents can be entered directly themselves creates a much smoother workflow. The “MetaMan” therefore provides the necessary connection between external users and the Messe Berlin GmbH DMS, but without external users having full access to the DMS. However, it is possible for external users to rename their documents in “MetaMan” in accordance with the nomenclature and then send them to Messe Berlin GmbH. Messe Berlin GmbH then automatically has the adjusted documents read into the DMS.
